Administrative Assistant III

Trinity Health • Ann Arbor, MI

4d

About The Position

The Administrative Assistant III is a senior-level administrative support role serving one or more major functions. The position independently handles complex and non-routine administrative work, including correspondence, reports, scheduling, meetings, data analysis, and preliminary budget recommendations. It anticipates departmental and management needs, uses judgment to resolve complex problems, and may train or direct less senior administrative staff.

The role regularly handles confidential or sensitive information and interacts with staff, physicians, executives, medical professionals, board members, patients, and external customers. It supports departmental operations through communications, records and database management, purchasing, meeting coordination, reporting, budget tracking, and general administrative and secretarial duties.

Requirements

• At least seven years of administrative support experience.
• Additional formal clerical and PC training.
• Comprehensive knowledge of departmental and Hospital policies and procedures, and basic knowledge of the specialized field.
• Mastered proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Access.
• Proficiency using databases and graphics software.
• Excellent organizational and time-management skills and the ability to see the big picture and serve as a primary resource to others.
• Strong attention to detail.
• In-depth knowledge of medical terminology for transcription.
• Excellent communication and interpersonal skills for interacting with a wide range of staff, medical professionals, patients, visitors, and other personnel.
• Tact and discretion when handling sensitive and confidential information and interacting with high-level contacts.
• Strong analytical skills to research and compile data from multiple sources, analyze it, and prepare statistics, recommendations, and reports.

Nice To Haves

• Associate degree preferred.

Responsibilities

• Independently prepare, proofread, and edit non-routine correspondence, documents, reports, forms, charts, presentations, manuscripts, contracts, and records.
• Handle confidential and sensitive information, including personnel, payroll, attendance, billing, work, and purchase-order data.
• Develop filing systems and internal mailing processes; manage incoming and outgoing mail, correspondence, reports, and memoranda.
• Research and prepare responses to correspondence, distribute materials with background information, handle department inquiries, and act as a gatekeeper for managers.
• Research, compile, and analyze data from multiple sources; prepare reports and statistics and develop recommendations.
• Operate and manage databases and software, maintaining data integrity for quality assurance, statistical reporting, and other uses.
• Schedule or direct large and complex meetings, conferences, and programs; attend meetings, arrange travel, and coordinate calendars and schedules.
• Prepare preliminary budget analyses, recommendations, forecasts, and projections; track expenditures, resolve discrepancies, and authorize expenditures under defined policies.
• Recommend and implement procedural changes and provide interpretations or responses to unusual administrative problems and sensitive inquiries.
• Interact with staff, physicians, executives, medical professionals, board members, patients, and internal and external customers; respond to inquiries about services, records, and organizational matters.
• Place, receive, route, screen, and prioritize calls and messages; greet and screen visitors, patients, and employees; direct visitors and deliveries and ensure amenities are available.
• Determine office and medical supply needs and perform purchasing activity; coordinate office-equipment maintenance and repairs; keep work and visitor areas organized.
• Orient new administrative staff and may train, direct, or delegate tasks to less senior assistants.
• Perform general secretarial and administrative tasks, including medical transcription, copying, collating, errands, and assembling and distributing packets, mailings, and memos.
• Complete complex special projects and identify and solve operational problems involving areas such as staffing, budgeting, purchasing, billing, equipment, and space.
• Apply organizational policies and procedures to resolve conflicts constructively and develop methods to address recurring or unusual problems.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree